Administrative Assistant - Christian Aid & Relief

Description

SUMMARY

The Administrative Assistant works closely with the Director of Christian Aid and Relief (CAR) to handle the day-to-day operation of this vital ministry of compassion.  This position will also serve as the backup front desk Receptionist, providing occasional daily relief and full-time vacation coverage.

The Administrative Assistant is accountable to the Director of WELS Christian Aid and Relief (CAR). The Director is accountable to the Synodical Council through the Synod President. The CAR Commission serves in an advisory role to the Director. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Communications and General Duties 

• Respond to emails and phone calls within 12 hours or less. 
• Receive, prepare and process all disaster relief and humanitarian aid requests. 
• Maintain, track and coordinate all CAR financial and budgetary information with the Director, Commission and the synod finance department. 
• Work with the Director to coordinate ministry networking and partnering opportunities with other departments (such as Communication, MCG, Missions, Schools, Congregational Services, etc.) and para-synodical organizations (such as Kingdom Workers, Christian Family Solutions, LWMS, OWLS, etc.). 
• Work with the Director and Chairman to coordinate, maintain, and monitor the annual Humanitarian Aid grant program. 
• Assist the Director and Chairman with Commission communications, meeting planning and logistics. 
• Assist the Director in maintaining the WELS CAR volunteer database. 
• Work with the Director and the synod technology department to maintain and update online forms and create new forms as needed. 
• Work with the Director and Chairman to prepare an annual administrative budget. 

Public Relations and Promotion 

• Work with the Director to provide Thanksgiving Day bulletins to inform congregations of our work and promote CAR’s ministry. 
• Work with the Director to provide video updates when appropriate.
• Respond to requests for promotional materials and work with the Director to arrange presenters for congregations, schools and other groups. 
• Work with the Director and WELS Communications to update CAR’s page on the synodical website (wels.net) and CAR’s Facebook page. 
• Work with the Director to arrange for the creation, publishing and dissemination of various promotional materials (brochures, updates, pens, water bottles, business cards, etc.) for use at presentations and to give to congregations, schools and groups upon request. 

Disaster Relief 

In Disaster Relief situations, the Administrative Assistant will work with the Director and Incident Commander assigned to oversee the deployment to provide the following: 

• Planning and logistics for volunteer team participation. 
• Mobilization, deployment and travel logistics for volunteers. 
• Attention to the physical, psychological and spiritual needs of volunteers. 
• Insurance and risk management coordination with WELS risk management team. 
• Communication and coordination with the CAR Commission, synod and outside agencies. 
• Coordination of media and documentation of any projects. 
• Financial coordination with the congregation/mission being served, CAR Commission and synod finance department. 
• Coordination of all reimbursements and expenses related to tag, title, registration, maintenance and deployment of disaster relief trailers with congregational trailer coordinators and synod finance department. 

 Humanitarian Aid 

• Send out HA application forms through JMO by January 6.
• Send all HA requests to Director, Commission, and chairman of WELS World and Home Missions at least two weeks before review meeting in March (date determined in coordination with the Commission and representatives of Home and World Missions). 
• Prepare hard copies of all HA requests for use at the initial screening meeting in March.
• Once requests are officially approved/disapproved, inform each administrative committee or One Team of the decision. 
• Send out quarterly financial reporting forms for each approved request. The deadline for these forms to be filled out and returned is the 15^th day after the last day of each quarter. Stories and photographs that document the work being accomplished should accompany each report so that, when appropriate, we can share with WELS members how their gifts are being used in support of humanitarian work and gospel outreach. 

Personal Financial Grants 

• Work with the Director to process approved grants in a timely fashion so that those in need may receive funding as soon as possible. 

Receptionist Relief

• Serves as primary back-up to Receptionist which involves greeting visitors and walk-ins, receiving incoming telephone calls and directing visitors to the proper destination, processing incoming & outgoing mail, etc. 

These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required to perform this job.  Other duties may be assigned.

Qualifications

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• A WELS member in good standing
• Servant mindset
• Ability to work with other Christians in difficult and stressful situations and have a deep empathy for people in need
• Strong interpersonal skills i.e. relational, communication
• High level organizational skills
• Solid understanding of WELS doctrine and practice; working knowledge of WELS ministry
• Ability to maintain strict confidentiality
• Ability and knowledge in accounting and budgeting
• Experience with various types of software (MS Office, especially MS Word, Excel & PowerPoint); experience working with Google docs and sheets
• Ability to write business correspondence and present information effectively
• Ability to work with data and generate reports in Synod database
• Ability and willingness to travel to disaster zones to assist with disaster relief operations

EDUCATION AND/OR EXPERIENCE

• Associate degree or equivalent preferred but not necessary
• Experience with disaster relief work preferred but not necessary